In my last blog post, I wrote about experimenting with editorial calendars to manage my task lists. I’m not sure if what I’ve set up resembles a traditional editorial calendar, but it has been useful so far.
I’ve always kept to do lists, either on paper or using apps. My problem has been that I never differentiated between tasks, projects, and goals. I would jot down very specific tasks, like “follow-up with my supervisor about our draft guidelines document,” then mixed in broad items, like “redesign website.” My lists were a mess. Here’s what I’ve done so far to tackle the problem.
My office uses G Suite, so I started in Google Calendars with creating calendars for my four main, broad areas of work: applied technology, data management, information resources, and general office tasks. These calendars work with my default appointments calendar and the Google Tasks calendar to give me a comprehensive, color-coded picture of what I have on my plate.
I like Google Tasks because I can mark emails in my Gmail inbox as tasks, then get them out of my inbox. (I do something similar with Outlook, because I have two work emails.) But there are a couple of drawbacks. There isn’t a Tasks app and the Tasks calendar doesn’t appear in the Google Calendars app. It is very much a desktop application. The workaround on a mobile device is going to https://mail.google.com/tasks/canvas in a browser. Also, unlike in Outlook’s task bar, there is not an option in Google Tasks to set alarms for tasks. I can set a due date, but I have to pay closer attention to my calendar to make sure I don’t miss the deadline.
Anyway, within Google Tasks, I created six task lists: four for my areas of work, then one called To Do List and one called OUTSTANDING ISSUES.
To Do List does what it says on the tin. I try to keep the list concise by recording one-time action items that I need to address, no matter what area of work they fall under.
OUTSTANDING ISSUES shows tasks that are in someone else’s court. It dawned on me when putting this together that I have a habit of marking things off my to do list without determining whether or not I would need to follow up. I had technically completed the task, but I still had more work to do. It’s a bad feeling when I realize I asked someone a question three weeks prior and never got a reply. Now I can keep track of what I need to follow up on.
The task lists for each area of work don’t serve as to do lists, but instead show my duties within those areas. For example, my Applied Technology list shows the main projects that I work on, such as advising on ILS and membership systems, administering tech surveys, and managing our LISTSERVs and Facebook group. I use the notes box in each task to list sub-duties if applicable, such as making sure the folks at LibraryThing and TinyCat still like us.
The notes field is turning into a bit of a bonus for me because I am using it to mark down recurring tasks. I am generally good about keeping tabs on things like running reports on the first of the month, but I have never written them down before. After getting them out of my head and into the notes, I can then add them as recurring appointments within respective area of work calendars. The coloring coding helps me keep track of what’s on tap each day.
That’s fine for now but what comes after? Well, I am sure I will be making adjustments as I go along as I come up with new ideas or better ways of noting things. Also, I need to stay disciplined because I know my history of starting and abandoning productivity systems.
The key thing is I am having a lot of fun working on this (and doing something similar with my home projects). If it’s fun, it won’t feel like a chore, right?